kolnikov
Junior member
Posts: 89
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« on: October 18, 2009, 10:36:41 PM » |
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I have inherited the former chair's office and his old files. The question is, how much should I keep? How many years of department files do the rest of you keep? How many years of files on former professors, past adjuncts, etc.?
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ursula
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« Reply #1 on: October 18, 2009, 11:27:10 PM » |
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I would suggest keeping materials back to, and including, the last review of the department/programme.
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"Love is better than anger. Hope is better than fear. Optimism is better than despair."
Jack Layton, 1950-2011
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larryc
Hu hatin'
Distinguished Senior Member
Posts: 17,561
Eschew the hu.
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« Reply #2 on: October 18, 2009, 11:49:00 PM » |
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Is there a storage space where you can send the boxed files? You never know what might prove useful.
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kolnikov
Junior member
Posts: 89
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« Reply #3 on: October 19, 2009, 12:38:16 AM » |
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The last department review was 2 years ago, and our space here is somewhat limited.
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barred_owl
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« Reply #4 on: October 19, 2009, 12:55:37 AM » |
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You might want to do some sort of triage on the file contents: current faculty files, curriculum materials, departmental review, anything related to program assessment could be a "keeper" file; anything on former professors or long-gone adjuncts or outdated curricular revisions, etc. could go to an archive (e.g., a box in the basement).
Also, you might want to check around for two pieces of information: (1) if there is any formal policy on how long records must be retained, and (2) if your institution makes use of any off-campus commercial warehousing/archival storage facility in the area. Chat with other department chairs, too, to get their perspective on records retention--chances are, they've faced similar situations, too. Good luck!
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...I can't help rooting for the underdog underbird. |
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stickball
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« Reply #5 on: October 19, 2009, 06:17:32 AM » |
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Buy a Scan Snap scanner and quickly scan everything to a hard drive. Find a trusted student or Admin Ass't to do this, and get rid of all the damn paper and clutter...
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"Television isn't a medium. It's a small" - anon
"Sh!t happens" - George Carlin
"I can do the work of three men -Curley, Larry, and Moe" - dena
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profxfiles
I Am Not, Nor Have I Ever Been A Card-Carrying
Distinguished Senior Member
Posts: 1,287
I am the grading Jedi
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« Reply #6 on: October 19, 2009, 06:41:30 AM » |
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Keep anything juicy or incriminating--you never know when you might need leverage...;)
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"Personally, I liked the university. They gave us money and facilities, we didn't have to produce anything... You've never been out of the university. You don't know what it's like out there! I've worked in the private sector...they expect results."
--Dan Aykroyd in Ghostbusters
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stitch
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« Reply #7 on: October 19, 2009, 01:53:32 PM » |
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Be very careful about discarding anything hiring related, even for adjuncts. This is something you want to consult with HR or legal counsel on as there are very specific and long retention periods.
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anthroid
Proud yod dropper
Distinguished Senior Member
Posts: 15,781
No happy socks because nobody gets Manitoba.
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« Reply #8 on: October 19, 2009, 10:19:18 PM » |
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I'm going to guess you need to retain some records 5 years and personnel stuff 10. So find some banker's boxes and stack them in an out-of-the-way place filled with those files.
Believe me. You will want to see some of them in about 2 years when your very first ally as you became chair files a grievance against you.
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Do you hail from Planet Hello Kitty? It's like an action movie, but boring.
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subsavant
Geodoc
New member
Posts: 8
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« Reply #9 on: November 26, 2009, 01:06:43 AM » |
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When i became department head 10 years ago we had personnel files for dead people in the active file cabinets -- which were stuffed full. After I was able to hire my own admin assistant I had her clear out anything that was not relevant, put it in banker boxes, and store it in the basement. You need to keep stuff going back at least 10 years, or anything on active personnel (who can go back a lot longer), but it doesn't all need to be in the main office.
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alleyoxenfree
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« Reply #10 on: November 26, 2009, 01:27:41 AM » |
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Perhaps contact your campus librarian. At many campuses, they want everything for the archives. At others, they can be a good resource as to what to archive and what to toss.
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eddean
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« Reply #11 on: February 05, 2010, 11:58:42 AM » |
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Check with HR and with the Provost. I keep as little in my office as possible. You do not want to be responsible for keeping this information.
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